Vendor Entry Group Update/Reconcile Invoices Report overview
Function acronym: APEGU
Use this report to update all invoice transactions and reconcile all matching invoices from Vendor Invoice Center Entry. These same functions can be completed by performing a final update in Vendor Invoice Center Entry.
Up to five sections are included on the report:
- Group header line lists each group being updated.
- Invoice header section lists the sequence number (group), vendor number, invoice number, invoice type, invoice date, due date, discount date, invoice amount, and reference number from the group processing data files. The Status field indicates whether the invoice is disputed.
- Invoice detail section lists the vendor address, the first purchase order number found during the matching process, and the check number and bank for manual payment transactions, if any exist in the run. The vendor name is from the Vendor Setup record, but the address information is from the group processing files. If the name on the check is different from the name on the vendor record, the name and address from Vendor Invoice Center Entry is printed on the check and included on the report.
- G/L distribution section lists the postings for the invoice. This section is included in summary and detail reports.
- Report totals section lists the total number of errors, the total number of transactions and the total number of transactions with and without errors, the total invoice amount and the total invoice amounts with and without errors, the total invoice discount amount and the total invoice discount amounts with and without errors.
Check transactions for errors
You can run this report to review group transactions for errors before running it to update General Ledger and inventory. Select No for the Update option to run error-checking only. The error-checking report includes each group, invoice header lines for each invoice in the group, invoice detail, General Ledger distribution detail, and total amounts. The total debits and credits to the accounts payable control account and bank account for manual payments are provided. Credit memos, debit memos, manual payments, and reversals are not included in the report or in the total amount of invoices. This message is printed on the report when an invoice has no errors: Invoice Ready for Update.
Update transactions
You can run this report to update transaction records that are associated with the specified group name and the General Ledger. Options 5-7 are for the update process. After the group update is complete, the group file is updated with the last update date and operator login. You can view this information in Vendor Invoice Group Entry. This message is printed on the report when an invoice has no errors: Invoice Updated.
At the end of the day, update any groups that have been maintained during the day to ensure that information is current at the start of the next day. If you do not update groups on a daily basis, set a regular update schedule.
When you update a one-time group for matching invoices, the invoice is automatically placed on dispute and these General Ledger entries are made:
| DR | CR | |
|---|---|---|
| AP Trade Unmatched account | $100.00 | |
| AP Trade account | $100.00 |
During successful reconciliation, the invoice is removed from dispute and the General Ledger entries are reversed. If the group is a one-time group, the transactions are deleted after the update is complete. If the group is a recurring group, the transactions are left intact. Each time you update a group, a new journal is created to detail the transactions. Each transaction in the group becomes a journal set. If all transactions from a one-time group do not post, you must take these actions:
- Correct the set in Vendor Invoice Center Entry.
- Run the Vendor Entry Group Update/Reconcile Invoices Report again to post the set and close the journal.
Only the transactions that did not update are suspended. The remaining transactions are updated. Updating a one-time group using the Vendor Entry Group Update/Reconcile Invoices Report clears all transactions in the group. When you update a recurring group, the transactions are not deleted. They are retained in the group for the next processing run.
Updating serial numbers
Serial numbers for serial-controlled products on direct order purchase orders (DO POs) can be entered manually in Vendor Invoice Center Entry. They can also be received on an EDI 810 Invoice document. When you update, the serial numbers are allocated if these conditions are met:
- Yes is selected for the Receive DO POs on this report.
- The product is serial-controlled.
- Require Serials on Direct POs
is selected in SA Administration
Options-Products-Defaults.
Require Serials on Direct POs is only applicable when serial numbers are assigned at shipping. Serial number assignment is based on the Assign Serial # During Receiving in SA Administration Options-Products-Defaults, or the Serial Receiving field in Product Warehouse Product Setup.
If the number of serial numbers that are allocated for a PO line matches the invoice, the invoice is processed.
Reconciliation
The reconciliation portion of Vendor Entry Group Update/Reconcile Invoices Report is designed to match all active invoices identified in Vendor Invoice Center Entry to received purchase orders. If a match is made, the associated purchase orders are automatically costed. Options 7-16 pertain to the reconciliation portion of the Vendor Entry Group Update/Reconcile Invoices Report. When you process the Vendor Entry Group Update/Reconcile Invoices Report, the update process is performed first. Invoices with update errors are not reconciled. You must fix the update errors before reconciliation can occur.
When you process reconciliation in the Vendor Entry Group Update/Reconcile Invoices Report, these processes occur:
- Updated costing records in Vendor Invoice Center Entry are matched to purchase orders.
- The purchase order stage is validated. Valid stages are Stage 5 Received and Stage 6 Costed.
- Invoices with exceptions are returned to Vendor Invoice Center Entry for further processing.
- General Ledger file information is updated.